Procurement Assistant

Job Description

Job Description

Procurement Assistant

Hourly; Non-Exempt  |  Monday - Friday; 8:00 am – 5:00 pm  |  Onsite

JOB SUMMARY:

The Procurement Assistant plays a vital role in supporting the daily operations of the Supply Chain Department by providing administrative, procurement/purchasing, inventory, logistics, and facilities support across the organization. This hands-on, on-site position reports directly to the Supply Chain Sr. Director to help ensure the efficient flow of purchased materials, information, and services required to support production, project execution, and business operations. 

Serving as a key coordinator within the procurement and supply chain function, the Procurement Assistant is responsible for maintaining accurate purchasing and inventory records, processing orders, tracking shipments, coordinating with suppliers and internal teams, and supporting warehouse and logistics activities. The position also serves as the primary backup to the Operations & Logistics Coordinator, helping ensure continuity of transportation, delivery scheduling, and customer commitments. 

RESPONSIBILITIES:

• Procure and purchase inventory and non-inventory materials, supplies, and services to support production, facilities, maintenance, and safety operations.
• Maintain accurate supplier and procurement records within the ERP/order management system, including purchase orders, sales orders, receipts, shipment documentation, contracts, certificates of insurance, SDS/MSDS documentation, and related records.
• Review and validate purchase orders, packing slips, bills of lading, invoices, and other supply chain documentation to ensure accuracy of pricing, quantities, specifications, and delivery requirements.
• Investigate and resolve procurement, purchasing, and receiving discrepancies, including pricing variances, damaged goods, billing issues, and delivery exceptions; escalate unresolved issues as appropriate.
• Collaborate cross-functionally with warehouse, production, sales, project management, finance, and accounts payable teams to ensure timely material availability and project execution.
• Reconcile purchase orders, receiving documentation, and invoices to support accurate inventory and financial records.
• Maintain item master, vendor master, and pricing data to ensure ERP system accuracy and integrity.
• Support inventory management activities, including monitoring stock levels, maintaining reorder points and min/max levels, and initiating replenishment orders based on operational and project requirements.
• Partner with warehouse personnel to support receiving, put-away, cycle counting, and physical inventory activities while assisting in the investigation and resolution of inventory variances.
• Monitor inventory performance and identify slow-moving, excess, obsolete, or at-risk inventory for review and corrective action.
• Coordinate with sales, project managers, and warehouse teams to forecast material requirements and align inventory availability with project schedules and customer commitments.
• Prepare and distribute routine supply chain reports, including open purchase orders, inventory status, supplier performance, shipment tracking updates, and maintenance requests.
• Assist the Supply Chain Senior Director with administrative support, including maintenance work order creation, scheduling, meeting coordination, and special projects.
• Serve as the primary backup to the Operations & Logistics Coordinator by coordinating inbound and outbound transportation, scheduling dock appointments, and confirming delivery schedules.
• Communicate with carriers, suppliers, customers, and internal stakeholders to coordinate shipments, resolve routine transportation issues, and ensure on-time delivery performance.
• Track and monitor shipments through transportation management systems (TMS), carrier portals, and supplier communications; proactively address delays and delivery risks.
• Coordinate job-site deliveries with production teams and project managers to ensure materials arrive accurately and on schedule.
• Support freight management activities, including freight claims, returns processing, accessorial charge tracking, and reverse logistics documentation.
• Provide timely updates to internal stakeholders regarding order status, shipment progress, inventory concerns, and supply chain disruptions.
• Support continuous improvement initiatives, including process optimization, supplier management efforts, system enhancements, and operational efficiency projects.
• Provide cross-functional support and backup coverage for procurement, warehouse, inventory, logistics, and administrative functions as needed.
• Serve as receptionist for the corporate office, including answering incoming calls, greeting visitors, and monitoring facility access.
• Participate in ongoing professional development through training, industry conferences, webinars, and continuing education opportunities.
• Perform additional duties, special projects, and assignments as directed by management.
• Adhere to all company policies, procedures, safety requirements, and ethical business standards.
• Work standard business hours with flexibility to support peak operational periods, month-end activities, and departmental coverage needs.

REQUIREMENTS & SKILLS:

• High school diploma or equivalent required
• Associate degree, technical certification, or coursework in Supply Chain Management, Logistics, Business Administration, or a related field preferred. 
• 1 to 3 years of administrative, customer service, purchasing, warehouse, dispatch, or supply chain support experience.
• Experience in creating, processing, and managing purchase orders, supplier communications, invoices, and inventory or receiving discrepancy resolution. 
• Working knowledge of ERP, WMS, TMS, or order management systems such as Odoo, QuickBooks, NetSuite, SAP, Sage, or similar business software platforms.
• Proficiency with Microsoft Office Suite and/or Google Workspace, including Excel/Sheets, Outlook/Gmail, and document management tools.
• Highly organized and detail-oriented; able to track many small tasks without dropping any.
• Clear, professional communicator in writing and over the phone, comfortable speaking with suppliers, carriers, drivers, vendors, customers, and internal stakeholders.
• Customer-service mindset and strong sense of urgency; understands that small delays can stall production and impact customers.
• Strong problem-solving skills; comfortable digging into discrepancies, asking good questions, and following issues through to resolution.
• Team player who is willing to learn, support coworkers, take on new tasks, and grow into expanded supply chain responsibilities over time.
• Comfortable spending time in both office and warehouse environments, including walking, standing, and occasional lifting (up to ~25 lbs).
• Valid driver's license and clean MVR.

BENEFITS OFFERED:

Medical, Dental, Vision, Supplemental Insurance, Paid Time Off, Paid Holidays, Retirement, and Opportunities for Advancement